Engineering Administrative Specialist

Provides administrative support across the division, including job functions of the Engineering Administrative Coordinator.  Serves as the liaison between project managers and Legal Division to coordinate the identification, collection, and transfer of files, as required, for litigation.   Processes confidential and legal information, and other internal documents.  Researches and reconstructs project histories and disseminates information to support the Engineering and Operations Divisions.  Assists project managers with administrative functions for routine wastewater, stormwater, and flood protection projects and related programs.   Assesses operating expenditures for accuracy and appropriateness against the approved budget, facilitates conflict resolution, and prepares detailed reports.  Provides information and records management support.

Provides administrative support across the division, including job functions of the Engineering Administrative Coordinator.   Maintains strict confidentiality when required, including but not limited to pending regulatory enforcement actions, ongoing litigation, and personnel matters.  Serves as the liaison between project managers and Legal Division to coordinate the identification, collection, and transfer of files, as required, for litigation.  Processes confidential and legal information, and other internal documents.  Researches and reconstructs project histories and disseminates information to support the Engineering and Operations Divisions.  Assists project managers with administrative functions for routine wastewater, stormwater, and flood protection projects and related programs.  Facilitates and coordinates the appropriate response to, and compilation of, requested information for projects and other departmental activities for MSD staff, customers, elected officials, vendors and representatives of other agencies.  Serves as a point of contact for Metro Council Legislative Aides regarding constituent requests and responses.  Processes confidential and legal information, and other internal documents, ensuring they are accurate, have required supporting documentation, and adhere to MSD guidelines.  Creates, provides detailed review, and routes contracts, contract amendments, work orders, work order amendments, and other procurement documents ensuring they are accurate, have required supporting documentation, and adhere to MSD guidelines.  Utilizes SAP, eB, and other pertinent records to reconcile accounts payable disputes.   Assesses operating expenditures for accuracy and appropriateness against the approved budget, facilitates conflict resolution, and prepares detailed reports. Provides information and records management support. Provides Hansen, SAP, Data Alliance Systems (LWC), budget reporting, and administrative support for management staff within the division.   Coordinates activities to resolve customer requests via historical data gathering, Hansen entry/updating, and on-site field meetings.  Prepares Notices of Violation, Stop Work Orders, and enforcement actions for the Erosion Prevention & Sediment Control and the Floodplain Management Ordinances.  Performs quality assurance review of project information entered by the enforcement inspectors and oversees quality control processes for updates.  Coordinates resolutions to drainage complaints in subdivisions that are still under bond.  Develops and maintains quality assurance and quality control procedures for administrative initiatives within the division.  Serves as a mentor to Engineering Administrative Coordinators in developing technical job functions/abilities.  Actively performs quality assurance reviews for own work products, along with those of divisional staff of which they are processing, evaluating for completeness, grammar, punctuation, and accuracy.  Maintains polite, professional, and tactful communication skills in person, over the phone, and through written communication.  Submits records for working files and final retention per MSD policy and procedures.   Performs other duties as assigned.

Knowledge of clerical techniques and practices; knowledge of basic office equipment utilization; skill in oral and written communication; skill in operating a PC and associated Windows environment software (e.g. Microsoft Office Suite, etc.); skill in managing multiple priorities; skill in maintaining accurate records; ability to understand oral and written instructions; ability to plan and organize work effectively; ability to work under heavy surges in workload and deadline pressure; ability to work in a team environment; ability to be courteous and helpful under pressure.  

Associate Degree in business, communication or a related field; five or more years of related administrative experience; an equivalent combination of education and experience may be substituted.  Must possess a valid driver’s license.  Must have safe work and driving habits.

Salary : $51,459 - $76,502